Administrative Support Specialist

3 weeks ago

Quantico, Virginia, United States The Leading Niche Full time

The Defense Counterintelligence and Security Agency (DCSA) is seeking a dedicated and detail-oriented Administrative Assistant to provide essential administrative support to the organization.

The successful candidate will hold a Secret Clearance and will be responsible for creating and editing internal and external correspondence, managing records, and assisting with various administrative functions.

This position requires a proactive individual who can work closely with leadership to ensure high-quality execution of tasks and timely responses to internal and external requests.


Key Responsibilities:

  • Correspondence Management:
  • Create and edit internal and external correspondence, reports, and documents, ensuring adherence to correct grammar, format, clarity, and compliance with DCSA OCFO standards, front office guidance, and relevant policies.

Administrative Policies and Procedures:

  • Initiate, develop, and implement administrative policies and procedures. Provide records management services, coordinating and monitoring administrative processes for the designated office to meet deadlines.

Task Coordination:

  • Conduct research and analysis related to internal or external taskers, orders, and similar requests. Ensure timely execution and high-quality responses, managing and tracking requests from initiation to completion.

Records Management:

  • Set up new files and prepare records for transfer or destruction in accordance with approved file plans and DCSA Manual 0004, ensuring compliance with records maintenance and disposition schedules.

In and Out Processing:

  • Assist the designated In and Out Processing Official in completing civilian employee in and out processing in accordance with DCSA Regulation. Serve as the primary or backup point of contact for minor programs such as travel cards and building badges.

Operational Policy Research:

  • Research and explain DoD, DCSA, and internal office operational policies and procedures, utilizing strong oral and written communication skills.

Data Management:

  • Establish and update data files and office materials, including office phone rosters, seating charts, and organizational charts as per directorate and agency policy.

Calendar Management:

  • Maintain office calendars (operating schedule, master calendar, conference room calendar) and coordinate internal and external appointments and meetings for the office. Provide efficient scheduling services using Microsoft Outlook or other designated applications.

Time and Attendance Reporting:

  • Assist in the preparation of time and attendance reports using the automated Defense Agency Initiative (DAI) system and SharePoint site. Resolve issues with the system and respond to routine requests for information.

Equipment Tracking:

  • Track, reconcile, and record all incoming and outgoing real property equipment assigned to OCFO personnel. Maintain records of SF1150s in personnel files and coordinate custodial duties with the logistics management office (LMO).

Visitor Coordination:

  • Coordinate with senior leaders, internal or external visitors, and DCSA Security regarding visitor access and entry into DCSA buildings, including sensitive compartmented information facilities (SCIFs).

Badge Requests:

  • Facilitate badge requests for visitors attending meetings, training, and special events, ensuring timely submission of renewal requests for long-term visitors.

Requirements:

  • Associate's degree in Business Administration, Management, or a related field preferred.
  • Minimum of 3 years of experience in an administrative support role, preferably within a government or defense-related environment.

Clearance:

  • Must possess and maintain a Secret Clearance.

Skills:

  • Strong organizational skills and attention to detail.
  • Excellent verbal and written communication abilities.
  • Proficiency in Microsoft Office Suite and other relevant software applications.
  • Ability to manage multiple tasks and work effectively in a fast-paced environment.
  • Knowledge of federal records management practices is a plus.

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